Creating a Meeting record

The Calendar Entry AutoFile process automatically imports and files all client meetings from your users' Outlook calendars. FYI creates them as Meetings. This allows your practice to store a record of all client meetings automatically.

You can create any additional meetings directly in FYI from the Summary tab in the Client Workspace, or using the + button in the menu bar.

Creating a Meeting record from the Client Workspace

1. Display the Client Workspace for the relevant client.
    
2. In the Client Summary, select the Meeting tab to display it in the panel on the right-hand side.
    
3. Enter the Subject, Location, and details of the Meeting. You can change the Date and Time if required.
   
4. Select Create. The Meeting record is saved in FYI. The Meeting Description and Meeting filing details display, and you can change them if required.
   

Creating a Meeting Record with the + button

1. From FYI, select the + button in the menu bar.
    
2. Select Meeting from the list of document types. 
   You can also press the shortcut key M for a new Meeting.
   
   The fields that initially display depend on whether filing defaults have been set in your settings or in the practice settings. When you select the Client, these may change to the filing defaults set for the client.
    
3. The Meeting Description section opens so you can start making notes. Enter the details of the meeting. 
   
   You can apply formatting to the text, such as bold, font sizes, bullet points, and tables. The formatting tools work in the same way as when adding Task details.
    
4. In the Drawer, select or enter the filing fields, or change the defaults that are given.
    
   • Client: Type at least three characters of the client name to display all clients containing those characters anywhere in the Client Name. Then select the required client.
   • Tags and Keywords: If the selected Cabinet has been enabled for Tags or Keywords you will see these as additional Categories. You can create or select one or more Tags as additional categorisation. You can enter one or more Keywords that can be used when searching for the document.
   • Cabinet: If the selected client has a default Cabinet, this is displayed and you can change this if required. The selected Cabinet determines the Categories and options that display, and whether Jobs, Tags, or Keywords can be selected or entered.
   • Categories: Categories such as Year or Work Type.
   • Job: If Jobs are enabled for the selected Cabinet, you can also select a Job for the client.
   • Name: Enter a name for the meeting, for example, the name of the person the meeting was held with, or any other subject text. This displays in lists.
   • Date and Time: These default to the current date and time and can be changed if required.
   • Location: If relevant, enter the location. This is optional.
      
5. Select Create.

The Meeting is saved in FYI and displays in the Drawer with the additional sections. These sections allow you to display and update the details and filing details, create Tasks for the Meeting, and add Time information. 

You can also set the Workflow to lock the details of the Meeting. When the Status is Completed, Approved, Pending Client Signature, or Client Signed, the details of the Meeting cannot be edited.

Font used for the text in the Meeting

The text entered for a Meeting uses the Default Font and Default Font Size in your Practice Settings. If you don't have these defaults set for your practice, this is set as Sans Serif 12.

You can make changes to the format, fonts, and layout using the tools at the top of the FYI Editor. Hover over the tools to see the tooltip description of how each is used.

Adding images to a Meeting

When creating or editing a meeting, you can add images by copying the image and then pasting it into the Meeting Description pane. 

Displaying a Meeting

Click on a Meeting in a documents list or the Client Summary tab to display the Meeting Drawer and view the details of the meeting.

To display the Meeting Description, click the Editor tab to open it and make any required changes.  Expand any of the filing details sections in the Drawer to display and make any changes if required.

You can copy and paste the details in the Meeting Description using shortcut keys ctrl+c and ctrl+v, or by right-clicking to display a pop-up menu with options such as Select All, Copy, and Paste.